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Detail Explanations of EIS Position Audits

Within the Data Quality Dashboard, there are currently eleven Employment Information System (EIS) reasonability checks (audits). This guide will explain each EIS Position reasonability check in full and show where the user can make edits to their data. Please note that these reasonability checks will be ordered on the Data Quality Dashboard by score.

The user will need to access the Data Quality Dashboard through IWAS to begin. For assitance with this step, please see the Data Quality Dashboard Visual Guide.

Introduction

Illinois State Board of Education - Data Analysis Division - www.isbe.net - Revised January 2016

1Illinois State Board of Education - Data Analysis DivisionData Quality Dashboard

Illinois State Board of Education

Data Quality Dashboard

NavigationAccessing the EIS Positions Reasonability Checks 21. Reasonability Check: Employee Count Variance 22. Reasonability Check: School with Students Must Have a Principal

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3. Reasonability Check: More Than One Superintendent

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4. Reasonability Check: Student to Administrator Ratio Outside the Norm

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5. Reasonability Check: Student to Certified Staff Ratio Outside the Norm

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6. Reasonability Check: Student to K-8 Teacher Ratio Outside the Norm

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7. Reasonability Check: Student to 9-12 Teacher Ratio Outside the Norm

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8. Reasonability Check: Missing Superintendent 99. Reasonability Check: Active Employee without Current Position

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10. Reasonability Check: No Teacher-Related Position Code in EIS

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11. Reasonability Check: Schools with Students Must Have Teachers

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James T. Meeks, Chairman - Tony Smith, Ph.D., State Superintendent of Education


The Employee Count Variance audit compares the number of employees in the current year against the number from the previous year and determines if the difference between the two years is large enough to be a potential error. Hovering over each audit will explain the business rule that defines the reasonability check. The rule that governs this audit is “The number of employees should not vary more or less than the prescribed range from the year before.”

Click “Audit Details” to get a more detailed idea of how this audit is affecting your district.

1. Reasonability Check: Employee Count Variance

This screen shows the Employee Count Variance audit from the district level. If the Employee Count differs more than the allowable range, the Score will be negatively affected. On this screen, the totals from the current year against the year prior are shown, as well as the corresponding difference in percentages. To see if there are actual errors, log on to EIS check your employee totals from year to year by searching on the EIS Dashboard. If the data is correct, override the audit. Overriding audits are explained in the Data Quality Dashboard Visual Guide.

Accessing the EIS Positions Reasonability ChecksSelect “View Audits” next to “EIS Positions” on the Data Quality Dashboard home page.


2. Reasonability Check: School with Students Must Have a PrincipalThe School with Students Must Have Principal audit checks to ensure each open school has a principal. The rule that defines this audit is “Every school is required to have a principal. The principal does not have to be fulltime.” There is no reasonability check on this audit and therefore no override; it is either already correct or needs corrected in EIS.


This screen shows the count of student principals along with the sum of FTE for principals, and any errors. If the superintendent is serving as principal, then they must be added with an appropriate FTE. Note that for this audit, there is no upper or lower range, because the audit is either correct or incorrect. To correct these errors, log into EIS and ensure there is a principal for every school.


3. Reasonability Check: More Than One SuperintendentThe More Than One Superintendent audit checks to ensure each school district only has one superintendent. The rule that governs this audit is “Every school district must have only one Superintendent. If a superintendent is replaced during the school year the sum of both FTEs must be 1 or less.”

Click “Audit Details” to get a more accurate idea of how this audit is affecting your district by school.

This screen shows schools and their count for superintendent positions, as well as the FTE sum for superintendents. If there were multiple superintendents in a school year (as in the instance where one was replaced mid-year) their total FTE should not exceed 1.0. Note there is no override for this audit; if it is incorrect, it must be corrected in EIS.


4. Reasonability Check: Student to Administrator Ratio Outside the NormThe Student to Administrator ratio audit compares the number of administrators and students from the current year against the number from the previous year and determines if the difference between the two years is large enough to be a potential error. The rule that governs this audit is “The student counts divided by the number of administrators should not vary more or less from the prescribed range from the prior year.”


This screen shows the sum of administrative FTEs at specific schools, as well as the school’s student count and corresponding ratio. Note the audit is triggered based on the upper and lower ranges shown on the side. If these totals are incorrect, navigate to EIS and correct. If the totals are correct, override the audit.


5. Reasonability Check: Student to Certified Staff Ratio Outside the NormThe Student to Certified Staff Ratio audit compares the number of certified staff and students from the current year against the number from the previous year and determines if the difference between the two years is large enough to be a potential error. The rule that governs this audit is “The student counts divided by the number of certified staff should not vary more or less from the prescribed range from the prior year.”


This screen shows the sum of certified staff FTEs at specific schools, as well as the school’s student count and corresponding ratio. Note the audit is triggered based on the upper and lower ranges shown on the side. If these totals are incorrect, navigate to EIS and correct. If the totals are correct, override the audit.


6. Reasonability Check: Student to K-8 Teacher Ratio Outside the NormThe Student to K-8 Teacher Ratio audit compares the number of K-8 teachers and students from the current year against the number from the previous year and determines if the difference between the two years is large enough to be a potential error. The rule that governs this audit is “The student counts of grades K through 8 divided by the number of K to 8th grade teachers should not vary more or less from the prescribed range from the prior year.”


This screen shows the sum of elementary teacher FTEs at specific schools, as well as the school’s student count and corresponding ratio. Note the audit is triggered based on the upper and lower ranges shown on the side. If these totals are incorrect, navigate to EIS and correct. If the totals are correct, override the audit.


7. Reasonability Check: Student to 9-12 Teacher Ratio Outside the NormThe Student to 9-12 Teacher Ratio audit compares the number of grades 9-12 teachers and students from the current year against the number from the previous year and determines if the difference between the two years is large enough to be a potential error. The rule that governs this audit is “The student counts of grades 9 through 12 divided by the number of 9 to 12th grade teachers should not vary more or less from the prescribed range from the prior year.”


This screen shows the sum of high school teacher FTEs at specific schools, as well as the school’s student count and corresponding ratio. Note the audit is triggered based on the upper and lower ranges shown on the side. If these totals are incorrect, navigate to EIS and correct. If the totals are correct, override the audit.


8. Reasonability Check: Missing SuperintendentThe Missing Superintendent audit shows that there is no corresponding superintendent for the current school year. The rule that governs this audit is “Every district must have a Superintendent or CEO (CPS only).”


This screen displays the count of superintendent positions, the sum of corresponding FTEs for superintendents, and any errors. The FTE for the superintendent can be less than 1.0. Note that there is no override or detail school screen for this reasonability check, so if there are errors displayed, update your position files in EIS.

9. Reasonability Check: Active Employee without Current PositionThe Active Employee without Current Positions audit ensures each active employee has at least one assigned position recorded for the school year. The rule that governs this audit is “Any employee not terminated prior to the start of the school year must have at least one position recorded.”


This screen shows each school’s corresponding total number of employees, number of employees missing positions, and number of errors. In order to get a more in-depth look at each school’s score, click “View Details.”

This screen shows all active employees without positions for the current school year. Note that there is no override on this audit; all of these employees need assigned positions in EIS.


10. Reasonability Check: No Teacher-Related Position Code in EISThe No Teacher-Related Position Code in EIS ensures any teacher with a course assignment in SIS has a corresponding teacher position recorded in EIS. The rule that governs this audit is “Any teacher with a course assignment in SIS must have a teacher position recorded in EIS.”


This screen shows each school’s total number of teachers, teachers missing positions, and corresponding errors. In order to get a more in-depth look at each school’s score, click “View Details.”

This screen shows all employees with course assignments in SIS but without positions for the current school year. The teacher position codes are 200, 201, 202, 203, 204, and 207. Note that there is no override on this audit; all of these employees need a Teacher-related Position code record in EIS.


11. Reasonability Check: Schools with Students Must Have TeachersThe Schools with Students Must Have Teachers audit ensures that every school with students enrolled have assigned teachers. The rule that governs this audit is “Every school with students enrolled must have teachers.”


This screen each individual school’s teacher count, along with the total FTE for those teachers. Any errors will display next to the score. If there are errors, navigate to EIS and double check each teacher’s FTE.


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